Office of Licensure

The DDA Office of Licensure functions to protect the interest of tax-paying citizens against unlicensed service providers, unsafe environments, inadequate education and training of personnel, physical and mental abuse and any unscrupulous acts deemed detrimental to the treatment and general welfare of persons with intellectual and developmental disabilities. This also includes those in need of personal support services.

Operating out of three regional offices -one in each grand region of the state, licensure staff:

• Conduct unannounced inspections and follow-up inspections of licensed sites
• Compile the supporting documents needed to issue licenses
• Ensure reports of wrong-doing and/or deficiency in operation of a facility or service are investigated (scrutinized or examined). Maintain current files and appropriate records for all sites and services licensed by the department
• Provide consultation and technical assistance as needed to licensed and proposed programs

Please email DDA.Licensing@tn.gov to:

• Report suspected violations of licensure rules
• Submit formal or general complaints about any licensed service or facility
• Request information or ask general questions

Licensure & Review Resources

• Current Licensure Rules
• Facility/Service License Verification
• Licensure Review Panel Procedures
• Required Components of the Initial Application Packet

Provider Site List Template 

Providers licensed for Supportive Living, Semi‑Independent Living, and Placement Services (Family Model) must submit a complete list of all active residential sites using the Excel template below. This template must be submitted with initial licensure applications and annually with license renewal.

To complete the template:
• List each home on a separate row.
• Enter the required details: address, home name (if applicable), city, county, zip code, total bedrooms, total full bathrooms, maximum occupancy, current occupancy, and program(s) served.

Accurate site information ensures DDA is aware of all active homes, prevents inadvertent referrals to the Unlicensed Facility Registry, and allows coordination with partner State agencies on licensing and oversight.

Providers must continue submitting Inspection Request Forms (https://stateoftennessee.formstack.com/forms/form_1__inspection_request_form) for any new homes intended for 1915(c) and/or 1115 (ECF CHOICES/CHOICES) services.

Under the "Change of Status" section, please replace what is there with this:

Guidance to providers on the required licensure process when relocating an existing licensed site and closing a current licensed location:

When a provider relocates an existing licensed site such as a Center, Residential Habilitation Licensed site, ICF/IID location, Business Office, Tier 1 home, the relocation is treated as the closure of one licensed site and the opening of a new site. Under DDA Licensure Rules, relocation requires issuance of a new license, even when the program operations remain the same. To ensure transparency of the process and timeframe expectations, below is a high-level view of the workflow for relocation requests. While a relocation may appear to be a simple administrative change, DDA Licensure is responsible for ensuring full compliance with licensure rules, including safety, regulatory, and quality standards at each licensed location.

Required Steps for Relocation / Change of Status

1. Provider must submit a complete and accurate Initial Application Packet as described on DDA Licensure webpage
   • A relocation is processed the same as a new licensed site. Providers must submit a full Initial application packet for a new license through the Formstack links provided on the webpage.
2. A Change of Status form is also needed
   • The new site is a relocation of an existing licensed site, indicating intent of voluntary closure of the existing site on the date indicated on the form.
3. Complete the Licensure Attestation Form
   • Shared by the DDA Licensure Surveyor once the Initial Application packet and Change of Status form is reviewed
   • This required form is less than two pages.
   • Providers attest of licensure requirements and if any policies have changed since the last licensure review.
     • If policies have not changed, no resubmission of policies is required.
     • If policies have changed, only updated documents will need to be submitted for review.
4. Provider is invoiced and fees paid
5. Fire Inspection requests
   • Per Fire Inspection request drafted and shared by the DDA licensure surveyor
   • A passing fire inspection must be completed before DDA can conduct an onsite licensure survey.
     • This step frequently impacts overall timelines because it depends on external scheduling, provider scheduling, as well as DDA Surveyor scheduling.
6. Onsite Licensure Survey
   After the fire inspection and confirmation of fee payment is received, the DDA Licensure Surveyor will schedule an onsite survey for the new location.
   • This step frequently impacts overall timelines because it depends on provider scheduling as well as DDA Surveyor scheduling.
7. Closure of Existing Licensed Site
   The current site will be formally closed in DDA’s licensing system once the new site is approved.
8. Upon determined compliance with the DDA licensure survey, the provider will be issued an initial License for the new site.
   
    
   Processing Time Expectations
   
   Licensure processing times are currently averaging at least 3 to 4 months due to significantly increased provider inquiries. This timeframe may be further affected by the scheduling and completion of external inspections and fee payments, including having received a passing Fire Inspection, which is required before the DDA Licensure survey/inspection can be completed. We recognize that these timelines may not align with your expectations, but we hope that by sharing this information, you are able to make more informed decisions and establish realistic timeframes when planning a relocation.
   
   Questions or Assistance
   
   For questions or support related to relocation or change‑of‑status processes, please contact you assigned DDA Licensure Surveyor or email the DDA Licensure general inbox DDA.Licensing@tn.gov.

Provider Site List of Homes

Applications Process

We are currently experiencing a high volume of both Initial and Renewal applications. We remain committed to processing all applications as efficiently as possible. Submitting complete documentation promptly is the best way to keep your application moving forward smoothly.

New Provider Applicant: An applicant that is not currently licensed with DDA.

The applicant must complete the Initial Application Packet.

To help ensure a fair and efficient review process, please keep the following in mind:

• Initial applications are reviewed in the order they become complete. An application is considered complete only when all required documents have been submitted.
• Processing timelines for Initial licenses may take at least six months due to the high volume of applications.
• Delays in submitting requested documents will extend your processing time. If items are submitted late or in pieces, your application may be placed behind those that are already complete.
• We understand the urgency many providers feel and appreciate your patience as surveyors work diligently to keep the process moving.
• Please review available guidance resources before emailing questions. If you still need clarification, you may contact DDA.Licensing@tn.gov. Also check the Become a Credentialed Provider website to ensure your inquiry is directed to the correct team.

 

Initial Application Packet: 

1. DDA Licensure Initial Application 

2. DDA Licensure Financial Statement Form

3. DDA Licensure Board of Directors - Advisory Board Form 

4. DDA Licensure Fact Sheets, may select one or both depending on licensing needs:

• DDA Licensure Fact Sheet - Business Office with Services
• DDA Licensure Fact Sheet - Individually Licensed Locations 

Existing Provider Applicant: an applicant that currently with DDA.

NOTE: Any changes to your current license, location, operations need to be brought to the attention of DDA Licensure prior to implementation.

• To renew your existing license(s), a renewal application packet must be completed.
• To add a licensed site, an initial application packet must be completed.
• To report a major change in use or occupancy of a currently licensed facility or service, an initial application packet must be completed.
• To report a planned change in ownership, an initial application packet must be completed.
• To report on a planned relocation of a currently licensed facility or service, an initial application packet must be completed.
• To close a licensed site, DDA Licensure Change of Status Form must be completed.
• To add a licensed service to an existing business office site, DDA Licensure Fact Sheet - Business Office with Services must be completed.

Renewal Application Packet: 

1.      DDA Licensure Renewal Application

2.      DDA Licensure Financial Statement Form

3.      DDA Licensure Board of Directors - Advisory Board Form

4.      DDA Licensure Attestation Form

 

Change of Status: a form used to report or request a change in the status of a previously submitted initial application or the conditions of a current license.

A  DDA Licensure Change of Status Form is required if:

• Request for approval of change to affect current Life Safety occupancy classification (i.e. hearing loss, vision impairment, mobility, etc.)
• Change in agency name ONLY of the current license
• Change in the site name of a facility/service
• Change in Chief Executive Officer or Director
• Request for change in current licensed capacity
• Notice of voluntary closure of facility or service